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  • 1. 1 Designing and Implementing a Document Management System for Exim Bank : Invitation to Submit Expression of Interest (EOI) for Short-Listing 1.0 OBJECTIVE 1.1 Export – Import Bank of India (the Bank) is contemplating the engagement of a reputed and experienced consultant to undertake Design and Development of a Document Management System (DMS) solution for the Bank. The scope of work will also encompass Design, Customization and implementation of a complete software solution for the DMS. 1.2 The Bank now invites reputed consulting firms of proven capability and expertise to express their interest in providing the above-mentioned services. 2.0 BACKGROUND 2.1 Set up by an Act of Parliament in 1981, the Bank has completed twenty-five years of services to nation. Its financing activities have expanded over time to address identified gaps in the financing spectrum for exporters and importers. Today, the Bank seeks to develop commercially viable relationships with a target set of externally oriented companies by offering them a comprehensive range of products and services, aimed at enhancing their globalisation efforts . Its financing products can be grouped into the following seven broad categories :  Export Finance i.e. pre-shipment credit, suppliers credit, lines of credit, buyers credit.  Export Facilitation i.e. export infrastructure like ports, equipment.  Term Finance to Exporters i.e. term loans for projects, equipment finance, research & development, marketing.  Working Capital Finance to Exporters i.e. short and long term working capital finance.  Import Finance i.e. for import of capital goods, bulk commodities.  Overseas Investment Finance i.e. equity finance, working capital, selective equity stakes in Indian joint ventures, subsidiaries, acquisitions.  Others i.e. short term finance etc.
  • 2. 2 Expression of Interest (EOI) The Bank's functions are segmented into several operating groups including: Corporate Banking Group which handles a variety of financing programmes for Export Oriented Units (EOUs), Importers, and overseas investment by Indian companies. Export Credit Group which handles the entire range of export credit services such as supplier's credit, pre-shipment credit, buyer's credit, finance for export of projects & consultancy services and guarantees. Lines of Credit Group Lines of Credit (LOC) is a financing mechanism that provides a safe mode of non-recourse financing option to Indian exporters, especially to SMEs, and serves as an effective market entry tool. Small and Medium Enterprises and Agri Business Group to the specific financing requirements of export oriented SMEs. The group handles credit proposals under various lending programmes of the Bank. Regional Offices, which develop specific regions in the above areas. Export Services Group, which offers variety of advisory and value-added information services aimed at investment promotion Fee based Export Marketing Services Bank offers assistance to Indian companies, to enable them establish their products in overseas markets. Support Services Groups, which include: Research & Planning, Corporate Finance, Loan Recovery, Internal Audit, Management Information Services, Risk Management, Information Technology, Legal, Human Resources Management and Corporate Affairs. 3.0 REQUIREMENTS 3.1 Background The advent of alternative means of storage and communication technologies have led to greater empowerment of knowledge workers by means of better storage, better classification and better retrieval methods. These technologies enable better and more 2
  • 3. Expression of Interest (EOI) 3 3 efficient self-sufficiency at workstations. They provide integration and synergy on the level of planning / monitoring / delivery. They alter structurally the nuances of work making it more creative. Improved workflows lend time for better interaction and productivity. New tools with a more application-oriented approach are attempting to do just this by enabling the transformation into a less paper but knowledge-based company, involving building blocks such as text retrieval, document management, imaging and workflow management. Besides redefining work design, these applications have a systemic impact for overall efficiency and effectiveness. Exim Bank finances, facilitates and promotes India’s international trade and investment, and coordinates working of institutions engaged in financing exports and imports. Bank has well-structured business processes. It is officer-oriented and adopts a multidisciplinary approach involving close coordination amongst specialists drawn from several fields such as Bankers, Business School Graduates, Economists, Chartered Accountants, Engineers, Law, Human Resources and Information Technology. Decision making process is consultative across Groups / Levels. Emphasis is on creating and enhancing international competitiveness. Bank’s organizational structure is designed to reduce procedural rigidity while stressing interdependence and co-ordination among various Groups through ease of information flow, and to create an enabling environment so as to facilitate innovation As a part of continuous review of technology and its applications to the Bank, a study was conducted to set the framework for implementation of a document management system (DMS). 3.2 Recommended Platforms and scope of work Workstations: windows desktops with web-browser to access the software. Network Server: Pentium CPU based server with 1 GB RAM with backup devices Operating System for Server: Windows 2000 Server or above. Disk Storage: Approx. 15 GB for volume up to 3,00,000 pages (approximately 50K per page) Database: ORACLE Scope of work Broad objectives of DMS are to (a) store electronic documents /paper documents in digitized form and enable instantaneous retrieval with access control to provide documents to authorized people and (b) enable workflow, alerts, reminders. The system is proposed to be implemented initially at Bank’s Legal Group and thereafter extended to a) other activities of the Bank, b) other offices in different geographical areas. 3
  • 4. 4 Expression of Interest (EOI) 3.3 Legal Group Legal Group works on preparing and approving the documents necessary for execution of loans to various customers. It acts as a support unit for Operating Groups, maintaining loan-wise documents and scheme-wise templates and interfacing with Operating Groups at each phase. The documents, in safe custody, are returned to Operating Groups after the loan expiry. The Group also handles legal issues that require to be addressed in the course of the operating cycle related to loan approval, monitoring and administration. 3.4 Information flow – Legal Group The loan information flows broadly as under - 1. Correspondence with customer 2. Application 3. Evaluation of Loan and Sanction 4. Loan documentation 5. Creation of security and related documentation 6. Disbursement, repayments and monitoring 7. Redemption of loan and release of documents Some of the documents in the safe custody of Legal Group include – Ø Title deeds Ø Security documents like- o Loan document o Memorandum of entry – Equitable mortgage o Memorandum and Articles of Association o Deed of hypothecation o Deed of pledge o Declarations o Undertakings o Guarantee deed o Miscellaneous The group would like to access information on the basis of full text search or defined parameters such as – Ø Company Name Ø Various documents executed by the company Ø Loan Agreement (Date, amount, currency, security, ranking of security, rate of interest) Ø Programme / Group Besides, the Group would like to put the opinions and judgments obtained into a knowledge management database for querying purposes. 4
  • 5. Expression of Interest (EOI) 5 5 These and other queries should equip the Legal Group to facilitate quicker decisions and extend the potential benefits across the Bank, specially to the Operating Groups. 5
  • 6. 6 Expression of Interest (EOI) 3.5 Reasons for selecting Legal Group for pilot implementation The various reasons for selecting Legal Group for Pilot implementation include – q Legal Group handles large number of important documents some of which are quite old; The documents need have a backup and to be accessible without referring the documents physically. q Since the loan documentation is an integral part of lending operation, time spent on such processes becomes critical. The preparation of legal documents involves accessing previous similar agreements, constitutional agreements, etc., in real-time to shorten loan-delivery cycle. q In the areas of Litigation and Recovery, existing Legal Documents need to be accessed quite frequently and quickly. q Even if the hard copy of a document is present, it would be possible to convert it to text with the help of OCR (Optical Character Recognition) software. This would provide considerable time-saving in generation of loan document. q Apart from other activities, Legal Group have subscribed to some websites / newsgroups. Currently these needs to be printed or used adhoc by the users. They provide information relating to various laws, judgment, news, etc. The information accessed from these sites can be ported to the DMS application based on the priority of the information and used for decision-support. According to case studies, organizations, which have successfully implemented DMS, have experienced time saving of 20-30 % which would release time for multi-skilling and other activities like Business Promotion and service thereof. This document pertains to creating a state-of-art document management system for Exim Bank. 3.6 Document Management Systems Document imaging has been traditionally used to digitize paper. Every organization generates large amounts of paper and electronic documents. Traditional methods of storing paper and electronic records such as MS Word documents and Excel sheets require a great deal of effort to manage, distribute and find those documents. As the number of files grows, the time and effort required to manage them also increases. Document imaging is a tried method for archival and retrieval of documents / information. Document Management systems also help in Disaster Recovery Planning as applied to important paper documents of the organization. 6
  • 7. Expression of Interest (EOI) 7 7 The basic components of DMS broadly include:  Scanning and importing tools to bring documents into the system  Methods for archiving and storing documents  Indexing systems to organize documents  Retrieval tools to find documents  Access control to provide documents to authorized people  Workflow 3.6.1 Scanning and Importing Documents There are three primary methods of bringing files into a document imaging system: • Scanning, for paper files • Conversion, for creating unalterable images of electronic documents • Importation, for creating modifiable versions of electronic documents 3.6.2 Storing Documents Document imaging storage systems encompass changing technologies, increasing numbers of document volumes and the tests of time. A good document imaging system can use any storage device currently available — as well as those on the horizon — to provide long-term document storage. 3.6.3 Indexing Documents When paper documents are received in an office, they must be organized to be useful. They are usually labeled, sorted, indexed, stapled, placed in folders and filed in a cabinet. Without these steps, nothing could be found in a busy workplace. Electronic documents are no different. A document imaging system should provide several different methods of organizing information for future use. Whatever combination of indexing methodologies is used, it needs to be easily used and understood by the people who retrieve the documents, as well as those who file them. 3.6.4 Retrieving Documents There are three primary ways to organize documents in an imaging system: • Index Fields - Indexing documents using categorization fields and keywords is a method traditionally used with paper files that translates very well into electronic systems. An imaging system should allow users to customize index templates, create multiple templates and have different types of index field data within each template, such as date, number and alphanumeric characters. • Full-text Indexing - A well-designed imaging system should provide the ability to automatically recognize characters optically and do a full-text index of a document without requiring any human involvement. 7
  • 8. 8 Expression of Interest (EOI) • Folder/File Structure - Along with index fields and full-text indexing, an imaging system should provide a visual method of finding documents. In most offices, files are normally found by looking in a particular folder, in a particular drawer, in a particular file cabinet. An imaging system should have the ability to electronically re- create this filing system through multiple levels of nested folders. A flexible folder structure eases the transition from paper filing to electronic filing and makes imaging systems more successful. 3.6.5 Controlling Access The final component of a document imaging system is the access control. In many computer environments, different people use different types of computer equipment from different locations to search for information. A full-featured imaging system must provide these different users with appropriate levels of access, without compromising confidentiality or security. To do this, a system must have these fundamental features: Broad Availability - imaging systems must meet the requirements of offices with diverse uses and remote locations. Many users require portability to exchange documents with other colleagues, or to work off-site. In addition, sharing documents through the internet or an intranet allows system administrators to deploy an imaging system across their entire network or even to the public. Users should be able to search, retrieve and view documents with any web browser. Comprehensive Security - As organizations use imaging systems to archive a larger variety of documents, both public and private, a system of access control needs to be present. A comprehensive security system must allow the system administrator to control what folders and documents users can see, and what actions they can perform on those documents (edit, copy, delete, etc.) This system must control access to folders, documents and even redacted (blacked out or whited out) images and text in a simple and complete manner. The ability to deploy imaging to a wide variety of users requires a robust security system combined with an elegant user interface. A good access system will make document imaging available to every authorized person, whether in an office, at a remote location or over the Web, all without compromising system security. Audit Trails - As an additional level of security, an imaging system should offer the ability to track who is using the system, what documents are being viewed, what actions are being performed on the documents, and when these actions are being performed. Audit trail abilities are especially important when documents are confidential and when there are many different users. An auditable electronic movement and approval of documents through a business process would include user authentication, route based workflow and alerts. It would also contain administrative tools for workflow creation and management. 3.6.6 Other Requirements The system should have - Ø Comprehensive version control that includes the following features: 8
  • 9. Expression of Interest (EOI) 9 9  Version history – User can view the detailed history of a document and can view any of the versions of the document.  Latest version download – By default the latest version is downloaded for the user to work upon.  Check-in/Check-out control – This feature allows the user to check out a document for working on it and check it back in once the modifications are done. Ø Integration with MIS (Management Information System) information, to maintain information, for instance, on clients, calls etc. alongside every document received, document produced, e-mail sent or received, notes and research, all ordered either chronologically or by personal preference. Ø Ability to create/convert a scanned image into a Word Processor for editing; and attach sticky notes that contain additional comments. All annotations should be overlaid and not change the actual image. Ø Facility to allow images to be easily sent with any MAPI (Mail Application Program Interface)-compliant e-mail system and read by recipients who do not have imaging systems. Ø Redaction (blackout or whiteout) that allows security to be controlled down to the individual word level. An imaging system should offer the ability to redact portions of a document’s image and/or text. Ø Capability to logically group related documents in electronic “folders” Ø Reports so that status of a document in a workflow can be generated for supervision. Ø Search Facility - search on Wide Area Networks as easily as on Local Area Networks. Ø Templates – for storing forms or modifiable templates to be retrieved and used. Ø Storage Management - to delete or archive documents after a specified period of time. 3.6.7 Workflow Workflow increases the benefits of a document imaging system by routing documents to various people. Workflow should automatically notify specific users of specific imaging system events, based on lists created by the system administrator. Once an event is detected, communication is established with the existing e-mail server to send e-mail notification of the event to the recipient. Workflow should also include a set of condition tables that include the use of return receipts and timed responses. If a condition table is used, the imaging server should send either a reminder message or a second message to an alternate recipient. These condition 9
  • 10. 10 Expression of Interest (EOI) tables help to eliminate bottlenecks and streamline business processes. Rules-based document workflow requires that information move through a hierarchical system with a minimal amount of outside intervention. Workflow systems should offer administrators drag and drop simplicity, a simple GUI (Graphical User Interface) interface and an easily understood folder structure. Workflow applications should also be ODBC (Open Database Connectivity) compliant to link the imaging database with third-party external database utilities and customized applications to create a fully functional workflow environment. As a final component, workflow must provide for comprehensive security reporting through an audit trail function. 3.6.8 Legal Issues The following should be possible : qCapability of storage of records in an unalterable format, such as CD, DVD or WORM. qThe system should have reasonable controls to ensure integrity, accuracy and reliability. qThe system must provide some type of audit trail to prevent and detect unauthorized creation of, addition to, alteration of or deletion of records. qA complete and accurate transfer of records can be made. qThe system should have reasonable controls to prevent and detect deterioration of records. qAn indexing system should assist with finding records. qThe system must have ability to print copies of records. qThe system must be able to cross-reference with other record-keeping systems and software. qThe system must have documentation on how the software works and how it has been set up. Annotations Annotations provide additional information about a document or its status without actually changing the original image. Papers records are often annotated with highlighting, stamps, redactions or sticky notes, and imaged records should support these annotations. An imaging system’s security should control who can view annotations such as highlighting, stamps or sticky notes, and who can see through redactions. Typical document imaging annotations include: qHighlighting images and text in various colours to emphasizing words or sections. qRedacting (blacking-out or whiting-out) images and text to preserve confidentiality qStamping images with words such as FAXED or CONFIDENTIAL, or with signatures denoting approval or denial qAttaching sticky notes that contain additional comments All annotations should be overlays that do not change the actual image. This way, a document can be printed with or without annotations. More importantly, from a Legal standpoint, a document stored in a document imaging system can often stand up as the ‘best copy’ of a record, since users cannot modify the original images. 10
  • 11. Expression of Interest (EOI) 11 11 3.7 DMS technologies The technological aspect of DMS may be broadly categorised as: 1.Core technologies 2.Enabling technologies These are elaborated in the following sections. 3.7.1 Core Technologies Core Technologies include – qDocument acquisition (document capturing) qDocument viewing qIndexing features qDocument and Folder Searches Features qWorkflow qVersion control and Management features qDocument Image Server features Document acquisition (Document Capturing) Some of the features / tools for capturing and acquiring the document in the electronic format include: 1. Uploading through HTTP and LAN so that documents can be captured and sent through any location and by any valid user. 2. Importing of image and electronic documents. 3. Handling of In-coming Fax 4. Direct uploading from ODMA compliant applications to take advantage of standard products. 5. Direct upload from MS-Office applications 6. Uploading of Email and Print Jobs 7. Scheduled uploading and uploading from directories 8. Supporting large volume high-speed scans 9. Supporting special image enhancement functionality offered by the scanner through the driver interface. 10. Standard and user-defined markings of image attributes for effective tracking of the scanned images 11. Go-to feature for automatically jumping to the user-defined field. 12. Providing for storing document Images in compressed form Document viewing Document viewing is GUI based and the User has easy access in navigation and understanding the features. DMS must have these features: 1. Image viewer Applet for platform independent Image view 2. Support for Document View without the native application 3. Facility of putting text, graphic and image annotations on document pages 11
  • 12. 12 Expression of Interest (EOI) 4. Annotations for highlighting, marking text, underlining, pointing arrows, putting sticky notes on documents, and support for text and image stamps 5. Facility of zoom-in and zoom-out, zoom percentage and Zoom lens to zoom in on a part of image 6. Support for securing annotations for selective users 7. Facility of taking print outs with or without annotations 8. Support for Thumbnails on image and electronic documents including current and older versions. Indexing Features Indexing helps to analyze a particular document / set of documents. This encompasses these features. 1. Support for indexing the documents or folders on user defined and system defined parameters 2. Facility to add keywords with documents to act as quick reference for the documents. 3. Functionality for defining global indexes. Global indexes are user-defined indexes or fields that could be associated with any document across the Cabinet. 4. Provide the Editing and Modification functionality. Depending on the privilege rights, user(s) will be able to edit and modify the details of the concerned document (Indexes, Keywords, etc.). Strict security procedures, validation checks and proper record of addition / modifications must be ensured. 5. Support for automatic Full Text indexing Document and Folder Searches Features These include the Document and Folder searching features of a DMS: 1. Searches to locate documents or Folders 2. Saving of search queries and search results 3. ODMA support for search and retrieval 4. Combined search on Profile, Indexed and Full Text Search 5. Search and retrieval through MS-Office 6. Search for documents or folders on document or folder profile information such as name, created, modified or accessed times, keywords, owner etc. 7. Search for documents/Folders using user-defined indexes and document classes 8. Support for Full Text Search on image and electronic documents 9. Hit highlighting with a facility to browse between pages for a multiple page document 10. Support for Boolean and complex logical searches 12
  • 13. Expression of Interest (EOI) 13 13 Workflow “Workflow is a technology which uses electronic systems to manage and monitor business processes. It allows the flow of work between individuals and/or departments to be defined and tracked. Although documents are often used as a medium for transporting information in a Workflow system, it is mostly associated with Document Management where the Workflow system is used to track the process of creating and reviewing and distributing Documents.” Typical features of a DMS with respect to Workflow functionality would include: 1. Adaptive Workflow for routing and tracking of documents, messages 2. Provision for creating ad-hoc or predefined routes 3. Support for both sequential and parallel routes 4. Task assignment for each user 5. Facility of attaching documents and folders in work-items 6. Facility to act upon, forward, return or complete Work-items 7. Support for referring work-items to other users outside the pre-defined route 8. Diversion of work-items to other users for delegating or substituting 9. Time -based/ Event -based reminders 10. File tracking system with the provision for writing the notes 11. Provision of putting shared and secured notes for collaborative working on Work items 12. Support for Form based Workflow with automatic data extraction and indexing 13. Printing of the note sheet/ file for reference 14. Linking of notes with files, documents and other notes 15. Searching, reporting and monitoring of work process and status Version Control and Management Features Version Control and tracking functionality in a DMS may include: 1. Version Management for tracking document revisions 2. Support for image and electronic document versions, version comments and search across versions 3. Support for auto-versioning at Cabinet and Folder level 4. Check-In and Checkout support for collaborative working on documents 5. Linking of documents for cross-referencing related documents Document Image Server Features A Document Image Server in a DMS would address the following: 1. Volume Management for Document and document caching form off-line, near on- line media 2. Supports for Storage Management Server 3. Replication of Image servers for multi-location availability 13
  • 14. 14 Expression of Interest (EOI) 3.7.2 Enabling Technologies Enabling Technologies include – q General Technologies q Integration features q Security q Administration q Reports & Audit Trail q Networking q Hardware and Software General Technologies Some of the Technological aspects behind the DMS are: 1. Multi-tier architecture with each tier fully independent – An N-Tier architecture with Thin Client leads to the entire Administration being managed by the experts. Also with this architecture, the tasks are layered wherein different Application and Business Logic can be defined. 2. Web Desktop for Browser based access (Preferably Thin Client Architecture) – This helps as the end-user need not be aware of the happenings in the Server side of the product. Every Client will need only the Internet Browser to access the Server. 3. Web based administration of the DMS - This leads to monitoring the DMS from any location where Internet Browser is present. 4. Document Scanning support from browser – The DMS must be compatible with many different scanners. Also the DMS has a Graphical User Interface (GUI) based browser to manage the scanning of documents. 5. Image Viewer Applet for platform-independent Image View - DMS will be compatible with all the available platforms in the market like Windows, Linux, etc. 6. HTTPS/SSL Support - Secure Client Access to the software. This is shown below: 7. Support for Multiple platforms, Database, Web servers is a feature of DMS for compatibility with various available architectures and solutions. 8. Support for J2EE and XML based Application Server - For future integration with ERP and other Applications of an Organization. 9. Support for multiple Web Servers, Application Servers and database servers for Fault Tolerance & Load Balancing. As the Workload increases by adding more documents and with constant bandwidth for the access channel, it is advisable to have Load Balancing / Fault Tolerance in DMS. 10. Support for separate storage management server for storing actual images in SAN/ NAS or some other Secondary Storage devices. This makes Disaster Recovery and Continuity of Operations easy. 11. Compliance with industry standards like ODMA (Open Document Management API - and WebDAV - HTTP Extensions for Distributed Authoring - RFC 2518. RFC (Request For Comments) is a Standard published by IETF, which specifies the Protocols to be followed with respect to DMS. 12. Multi-location deployment support can be further enhanced by using Web Imaging Servers which stores the Images in Remote Locations and act as temporary Servers. 13. Capability of deploying caching or remote image server for bandwidth conservation. 14
  • 15. Expression of Interest (EOI) 15 15 Integration Features DMS has these integration features in-built: 1. Support for API for extending applications in the client 2. XML based API for server side integration of building custom interfaces. 3. Libraries for scanning, document viewing and image processing Security Features DMS needs to have an extensive range of Security Controls in-built because according to the IT Act and E-Commerce Act, Electronic Documents can replace paper documents in the court of law. So for the flow of the Electronic Documents all the various controls need to be in place to prove the validity of the Documents. The features of DMS, which enable this, include: 1. Definition of Users and Groups relation in the system 2. Grant users and groups access permissions on Folders, documents and Data Classes 3. Multiple levels of access rights (Delete/Edit/View/None) 4. Support for system privileges 5. Facility of Secured Notes sharing 6. Secure login and passwords for each user 7. Support for Password encryption 8. Support for Digital Signatures and PKI 9. Authorization through Directory Services 10. Documents/files are kept in protective mode 11. Disaster recovery by replicating the data at remote locations Administrative Features A user-friendly browser based management functionality facilitates various controls like - 1. Easy to deploy and administer. Administrator would need to have minimum amount of training to understand the management of the DMS. 2. Definition of Users and Groups for the system through a GUI interface. 3. Option of granting rights to Access, Modify or Delete documents and folders. 4. Progress tracking of Work items so that the flow of documents at any point of time can be easily tracked. It should be possible to revert to the original state of flow in case of any problem. 5. Notifications & Reminders helps in identifying the status to the Administrator. This can be through Email, SMS, popup window, etc. 6. Ease and user-friendliness of taking complete and incremental backups. 15
  • 16. 16 Expression of Interest (EOI) Reports & Audit Trails Audit Trails are one of the security controls provided with a DMS. The audit trail features would enable DMS to track the documents flow. These controls may include: 1. Extensive audit-trails at Folder and Cabinet levels. 2. Audit trails on separate actions, and between specific date/times 3. System reports and statistics 4. Tracking of each workitem through track-sheet which records all user actions. 5. Search on workflow progress through status searches, searches on user-defined indexes, full-text search 6. Searches on workitems date and time 7. Reporting facilities: daily, weekly or monthly reports on completed, incomplete workitems to identify slack and improve efficiency Networking Networking technologies that enable DMS include – 1. Local Area Networks – DMS can be made accessible on Intranet. 2. Wide Area Network using various communication channels. DMS can be accessed across remote locations in different locations in different Geographical area. 3.8 Document Life Cycle The concept of Document Life cycle covers the path of a document from the creation or receipt through destruction or permanent preservation. This may include - q Creation q Storage q Access q Delivery q Retirement / Disposal / weeding out of the Document Documents are subject to changing requirements for timely retrieval, convenient distribution and reliable, cost-effective storage. The document life cycle is divided, by frequency of reference, into active and inactive (less active) stages. The active stage is concerned with the timely availability of information to support an organization's business operations. The storage medium selected for the active stage must permit convenient retrieval of documents for reference, editing, or distribution. 16
  • 17. Expression of Interest (EOI) 17 17 The inactive stage is principally concerned with retention of information. The storage medium selected for the inactive stage must provide cost-effective, reliable retention of documents, often for long periods of time. Source: The document life cycle: A white Paper on Document Life Cycle (Prepared for the Association for Information and Image Management) William Saffady, School of Information Science and Policy State University of New York at Albany 17
  • 18. 18 Expression of Interest (EOI) 3.9 Functions of Legal Group The functions of the legal group broadly include: 1. Maintenance of standard documents and their approval/modification. 2. Verification and modification of documents proposed to be executed by operating groups/regional offices 3. Safe custody of documents executed by operating groups/ regional offices. 4. Maintenance of the documents along with index of documents. 5. Handling litigation for accounts referred to legal group and filing of suits. 6. Consultancy on legal matters to the bank. 7. Initiation of activities related to regulatory requirements pertaining to the lending process. 3.10 Sample Workflows and Sample document hierarchy follow in the succeeding figures Points 1-5 can be diagrammatically represented as under: Prepare Standard Drafts for each document type for each Program Approve Yes Check in new version Revision Necessary Review ? 18
  • 19. Expression of Interest (EOI) 19 19 Figure 1- Maintenance of Standard documents by Legal Group . Verified & Modified Group Heads Document Loan Loan Information Informatio Verification LEGAL GROUP Assignmen t of Work and Operating Modification of Groups / Operating Regional Groups / Offices Regional Chief Manager / Offices Manager Figure 2 -Verification and modification of documents proposed to be executed by operating groups/regional offices Executed document of operating group/ regional office No Is safe custody required? Yes Keeping of documents in safe custody 19
  • 20. 20 Expression of Interest (EOI) Figure 3 – Safe custody of documents executed by operating groups/ regional offices OG/RO Verification of documents No Documents Are documents in in order? ? order Yes Indexing of documents Key fields such as - name of borrower - programme /scheme under which assisted - loan amount - folio number - primary security - collateral security - description of document - date of document One copy of index is attached to each folio in a register which is maintained programme wise Another copy of index, along with loan documents is kept in safe custody 20
  • 21. Expression of Interest (EOI) 21 21 Figure 4 - Maintenance of the documents along with index of documents Documents in Safe Custody No Case referred to Case referred to legal and Legal and filing of filing of suits Suits Yes Access Documents from Safe Custody Correspondence with Solicitors and Others Figure 5 - Handling of litigation for accounts referred to legal group and filing of suits 21
  • 22. 22 Expression of Interest (EOI) Activities related to the loan process can be summarised as under Documents to be scrutinized before execution wherever modifications are done to Standard documents standard documents Application details Approved additional documents Executed documents for approval Status of Legal notice documents in safe status details custody Operating Loan expiry details Operating Groups / Suit status Groups / other Issues on legal details other offices notes offices Suit reference details Legal group Sick declared Credit company details monitoring group Figure 6- Activities related to loan group 22 Resolutions
  • 23. Expression of Interest (EOI) 23 Figure 7- Typical document hierarchy EXIM Legal Operating Groups Standard Drafts Loan Correspondence Documentation Figure 8- Documents used by Legal Group The types of documents used by Legal Group can be diagrammatically represented as under: Documents Used by Legal Group Miscellaneous Agreements Agreement pertaining to Non Funded facilities Litigation/ Recovery Documents Constitutional Documents Risk LoC (Lines Loan Credit) Participation of Documents Agreements Refinance Agreements
  • 24. 24 Expression of Interest (EOI) 3.11 Typical parameters to be included in DMS A_LEGAL_1. Details of Documents before keeping in safe custody 1.1. Scheme Code 1.2. Party Name. 1.3. Loan No. 1.4. Loan Amount. 1.5. Document Date 1.6. Description of Documents 1.7. Date of Acceptance for Safe Custody A_LEGAL_2. Details of Documents being returned from safe custody. 2.1. Date on which Loan is closed. 2.2. Documents returned to. 2.3. Date on which Documents are returned. A_LEGAL_3 Details for Schemewise List of Documents 3.1 Document ID 3.2 Document Type 3.3 Document Sub Type 3.4 Document Description A_LEGAL_4 Details for Approvals made to Documents 4.1 Scheme Name 4.2 Party Name 4.3 Loan Number 4.4 Loan Amount 4.5 Document Date 4.6 Description of Documents 4.7 Type of Security (Receivables/Current Assets/Fixed Assets) 4.8 Type of Charge (Mortgage/Hypothecation) 4.9 Ranking of Charge (Exclusive/Second Charge/Paripassu) 4.10Loan Expiry Date 4.11 Status of the Document 4.11.1 Received for Legal Approval 4.11.2 Approved by Legal 4.11.3 Accepted for Safe Custody 4.11.4 Released from Safe Custody 4.12Remarks 24
  • 25. Expression of Interest (EOI) 25 A_LEGAL_5 Details for Accounts referred for Issue of Legal Notices, Referred to BIFR and Suit Filing. 5 .1 Scheme Name 5.2 Loan Number 5.3 Loan Amount 5.4 Document Date 5.5 Description of Documents 5.6 Type of Security (Receivables/Current Assets/Fixed Assets) 5.7 Type of Charge (Mortgage/Hypothecation) 5.8 Ranking of Charge (Exclusive/Second Charge/Paripassu) 5.9 Loan Expiry Date 5.10 Date of Reference 5.11 Purpose Legal Notice Date of Issue Date of Reply Date of Next Action Remarks BIFR Date of Hearing Court Date of Next Hearing Remarks Suit Filed Date of Filing Suit Suit Number Court Progress of Hearings Date of Hearing Next Date of Hearing Stage of Suit Remarks Alerts Alerts This matrix provides sample alerts that need to be triggered off by the system. 25
  • 26. 26 Expression of Interest (EOI) Alert Id Description Triggers Periodicity User to be (if alerted applicable) LEG_AL_1 Online Alert required After sending the The Exim Officer for documents sent for executed (Legal) who will approval documents to the receive the Exim Officer executed (Legal) for documents for Approval approval LEG_AL_2 An alert for all Exim Officer in mortgages pending Legal Group creation after a set number of days from the date of loan agreement. LEG_AL_3 An alert for filing of Exim Officer forms with ROC after who files the a set number of days forms from date of Hypothecation agreement/mortgage deed. LEG_AL_4 For BIFR, a set Exim Officer in number of days before Legal Group BIFR hearing. LEG_AL_5 For Suit filed cases, a Exim Officer in set number of days Legal Group before each hearing. LEG_AL_6 A set number of days Exim Officer in after issue of legal Legal Group notice. LEG_AL_7 A set number of days Exim Officer in after No dues OG and Legal certificate to both OG Group and Legal Group LEG_AL_8 In BIFR, AAIFR cases Exim Officer in a set number of days Legal Group in advance of next hearing dates to the concerned person 26
  • 27. Expression of Interest (EOI) 27 3.12 Software Solution : The software solution mated to the Document Management System (DMS) should exhibit the following key features:  User-friendly, context-sensitive, self-contained.  Capability of multiple user, simultaneous access  Capability of remote access from the Bank’s offices across the country.  Capability of recording recommendations at each stage of processing, differential access rights, security provisions.  Capability to define work flow in accordance with various user levels / hierarchies  Interface with bank’s e-mail system and ability to generate electronic alerts to the next level user on completion of the process at previous level  Detailed audit trail with regards to any changes in database/access across various user levels 3.13 Output : Exim Bank will require complete documentation of the DMS software solution. The selected consultant will also be required to organise training for the Bank staff at various levels (all facilities will be provided in the Bank). 4.0 TIME PERIOD 4.1 It is tentatively expected that the assignment would commence as soon as possible and be completed by November 15, 2006. Alternately, the bidder may specify the expected time for completion of assignment. 5.0 QUALIFICATIONS 5.1 Consultants wishing to apply for being short-listed should have demonstrated experience (completed projects or projects under implementation) within the last 3 financial years, independently or in association with another party / parties, in one or more scheduled commercial banks / financial institutions in India or overseas, of having undertaken assignments in the area of Business Process Management (BPM) especially in Document Management System (DMS). 5.2 Ability to demonstrate relevant experience beyond the minimum, and to procure letters of reference from / arrange visits to the assisted banks and/ or institutions, would be advantageous. 5.3 Evidence of a significant installed base of BPMs & DMSs in Indian banks / financial institutions would be highly advantageous. 27
  • 28. 28 Expression of Interest (EOI) 6.0 SUBMISSION OF EOI 6.1 Interested consultants are invited to apply for being short-listed, enclosing detailed particulars as listed below. In preparation of EOI, reference can be made to Qualifications listed above (in para 5.0): Criteria and sub-criteria for the evaluation of Expression of Interest are: Vendor Evaluation 1. Market presence 2. Years in operation 3. Technology alliances 4. Size (Turnover / Support Team) 5. Customer base and track record of existing implementations, with particular reference to financial institutions and set ups handling legal matters 6. Number of installations in India 7. Support 8. Source code availability and local Support in case of foreign vendors 9. R & D Competency 10. Possibilities of partnership or strategic alliance Product Evaluation (a) Extent of customization required (b) Security Features (c) Technology fit (d) Performance (e) Number of installations (f) Existing customer reference (g) Cost (h) Vendor standing, rating of an approved agency, if any. (i) Flexibility (j) Scalability (k) Capability of migration to another platform / solution (l) Hardware / Software requirement (m) Any other information / requirement 6.2 Clarifications required for submission of the Expression of Interest, if any, may be sought from the Bank on or before October 2, 2006. 6.3 Last date for receipt of applications for short-listing is 6.00 PM on October 4, 2006. All applications received within the specified timeline will be acknowledged by e-mail as having been validly received. 28
  • 29. Expression of Interest (EOI) 29 6.4 All communications in this regard may be sent to the Bank by e-mail, fax or letter at the option of the submitted firm. Communication by e-mail is encouraged. All communications, including requests for clarification as well as Expression of Interest should be submitted to the Bank for attention of : Dy. General Manager , IT Export-Import Bank of India Center One Building, Floor 21 World Trade Center Complex Cuffe Parade, Mumbai 400 005 Tel: (022) 22185272 ext 2430 Fax: (022) 22183878 Email : 7.0 SELECTION METHOD – QUALITY-CUM-COST BASED SELECTION 7.1 Only firms short-listed from the above will be invited to submit a detailed proposal. It is envisaged that proposals will be evaluated along the same lines as the short-listing with the following modifications. First, firms will be expected to expand the write-up as per 6.1 above into a detailed work-plan, with dated milestones, detailed background of Engagement Manager and key personnel, and expectations from Exim Bank. Second, firms will be encouraged to expand some of their experience (as per para 5.0 above) into brief case descriptions with lessons learned. Third a financial proposal would be required to be annexed. Detailed guidelines would be provided to short-listed firms while inviting Proposals from them. It is envisaged that short listed firms would be invited on October 6, 2006 to submit detailed proposals by October 13, 2006. 8.0 BANK NOT BOUND TO SHORTLIST ANY EOI RECEIVED 8.1 The Bank reserves the right to accept, shortlist, or reject any EOI received in response to this invitation and to annul the selection process and reject all EOIs at any time prior to contract award, without thereby incurring any liability to the participating firms. 29